October 17-18 , 2003, Santa Clara, CA

Marriott Hotel

APPROVED MINUTES

• The meeting was called to order at 12:52 pm.  President Elect Oda will be acting parliamentarian.  President Conwell thanked the board for attending the hotel walk-through.

• Roll call:  Darlene Conwell, James Oda, Irvin Coin, Joy Brittain, Heba Griffiths, Joanne Madison, Damien Pena, Macheo Shabaka, Trinette Briggs, Lee Fulmer, Leonard Woods, Jessi Reyes- Murray, Lydia Perez, Janice Walker-Marsh.

Absent Members:  Rowena Andrade, Jennifer Blackman, Carolina Cardenas,

Howard Willis.

Quorum is confirmed.

Howard Willis was recognized as present.

• Guest Recognition

Matthew Benny, Janice Dirden-Cook, Connie Chiva, Keith Hori, Teresa Mendick.  

• Meeting Agenda

The agenda was approved as revised.

Munyiga Lumumba is recognized as present. 

• Approval of the Minutes

The minutes of the June board meeting were approved as corrected.   Approval of the August minutes was tabled until Saturday, October 18th.

• President’s Report

President Conwell’s report is on file. President Conwell turned over information regarding the social event planned for the COE board members prior to the COE Annual Conference.  President Conwell and Mr. Coin met with PIC representatives during the COE conference.  President Conwell has contacted Deborah Henderson and Larry Oxendine regarding the issues of the PIC and as of this meeting had not heard any response.

President recognized Jennifer Blackman as present. 

President Conwell will be attending the SoCal PDS and will give her report there.  President Conwell stated that COE is looking for an international access task force representative to sit as a representative for COE.  She asked that the WESTOP board members submit recommendations for consideration.  President Conwell has received invitations to three Professional Development Seminars and two board meetings.  COE is also looking for a Regional Liaison.  Recommendations should be submitted to President Conwell.   

President Elect Bonnie Hall sent out a request to COE board members asking them to submit their preferences to committees they would like to serve on.  President Conwell will be the co-chair of National Trio Day.  Mr. Coin will serve on the Leadership and Development Committee and will co-chair the Bylaws Committee.  Mr. Coin was granted all of his requests.  President Conwell stated that COE board members may not always be granted their request to serve on the committee of their choice.

• CFO Report – Joy Brittain

The report is on file.  Ms. Brittain went to Arizona in an attempt to reconcile the 2003 WESTOP Registration committee finances.  She was able to get into the computer and retrieve what she thought was the most accurate information.  While in Santa Clara, she received a package from Federal Express that contained a number of checks.  Ms. Brittain will determine how these checks will change the amount we currently have on record.

Ms. Brittain explained why the maximizer account was created and under what circumstances it is used. Regarding the found checks, Ms. Brittain will attempt to recover monies that were not processed during registration.  Further questions were reserved until her return.  A motion was made to table the CFO’s report until Saturday, October 18th; the 2003 Conference Report was also moved to Saturday.

• 2004 Conference Report – Lydia Perez.

Report is on file.  A technology committee has been added.  The budget has not changed since the August board meeting but will be finalized at a later date.  Ms. Perez will talk to the Radisson representative about adding more rooms or extending the days.  The Radisson stated that the items in the hotel that needed to be corrected to make the hotel ADA compliant should be completed by December 2003.  Ms. Perez stated the items and the changes to the board.

President Conwell recognized guests Teresa Mendick from the Student Support Services Program at CSU Sacramento, Kristin Kaggerud, a graduate student also from CSU Sacramento and Connie Chiva, student at UC Berkeley.  Each person made a statement regarding the board’s decision to hold the WESTOP 2004 Conference at Radisson Hotel in Tucson.  Ms. Mendick statement is on file.

Mr. Lumumba moved that WESTOP seek legal counsel on the issue of the contract with the Radisson.  Ms. Brittain stated that the board has already approved this.  Mr. Lumumba moved to table the discussion until after the break.  The motion was second by Mr. Oda.  Motion carried.

The meeting recessed and reconvened at 4:05.

The Board members responded to Ms. Mendick’s statement.  Board member’s comments are on file.  Ms. Mendick expressed her thanks to the Board for allowing her to make her statement.

On the earlier motion, Ms. Griffiths made a motion to put Mr. Lumumba’s motion to retain an attorney back on the table.  The motion passed unanimously.  Ms. Briggs added a friendly amendment to determine what the cost would be to retain legal counsel.  Motion passed.

Mr. Oda presided at this time during President Conwell’s brief absence

• PDS – Heba Griffiths

The report is on file.

Mr. Griffiths moved to approve 3 presenters – Mike Moser, Andrea Reeve and Dixie King along with Ms. Brittain’s friendly amendment to include the phrase, “upon agreement of the contract and its terms.”

President Conwell recognized Carolina Cardenas. 

Ms. Griffiths recommended Paul Beasley as the presenter for SSS proposals.  Motion was made that included the friendly amendment, “upon agreement of the contract and its terms.”  The motion passed.  Ms. Briggs recommended that we have a second choice in case Mr. Beasley does not negotiate. 

President Conwell recommended that the second choice be decided upon by the committee.  Information will be sent to Dave Ferguson who will develop a technology survey.  Programs and site visits should also be addressed through workshops at the conference.

• Research Committee – Machao Shabaka

Report on file.

• Technology report – Damien Pena

Report on file. 

• Communications Report – Joanne Madison

Report on file.

• Bylaws Report – Janis Marsh

Report on file.

The meeting was recessed and reconvened on Saturday October 18th at 9:52 am.

The August board minutes will be reviewed over email.

• Legislation and Education – Munyiga Lumumba

Report is on file.  President Conwell asked Mr. Lumumba to revise his budget to meet possible printing and travel expenses associated with his responsibilities referenced in his report.

• SoCal Report – Trinette Briggs

Report is on file. 

• Pacific Islands Chapter – James Oda for Rowena Andrade

Report is on file.

The meeting recessed for a break at 11:20 and reconvened at 11:38

• NorCal Chapter – Howard Willis

Report on file.  Motions by Mr. Willis were documented in his report.

A motion by was made by Mr. Woods to table the motion to remove Mr. Oda until a copy of his board responsibilities could be obtained along with supporting, written documentation for the action.  The motion passed.  The motion to turn over all legal documents concerning the 2003 conference registration was tabled indefinitely.  Ms. Reyes-Murray’s made a statement regarding Central Cal hosting a WESTOP conference.  Mr. Woods made a motion to install Central Cal into the conference rotation.  Mr. Oda stated that there is nothing in writing to say what the rotation is.  The motion passed.  Discussion regarding the removal of Mr. Oda will be added under new business for the January meeting.

 

The meeting recessed for lunch and reconvened at 2:13. 

• Nevada Chapter  – Leonard Woods

A correction was made in the “Other Activities” section; there is no availability on costs.  Report is as submitted.

• Central Cal Chapter Report – Jessi Reyes-Murray

Additional information, Bill Garrison will be speaking at the Central Cal PDS. The Central Cal website is online.  Board meeting is in January at the Radisson – Fresno will have a new hotel in 2006 but the hotel chain was not known at the time of this report.  Report is on file.

• Arizona Chapter – Lee Fulmer

Report is on file.

• Public Relations – Jennifer Blackman

Report is on file.  President Conwell would like to see Ms. Blackman’s letter before she send it to outreach programs.

• Strategic Planning – Irvin L. Coin

Report is on file.

• FAC – Trinette Briggs

Report on file.  A motion was made by Mr. Oda to amend the policy that a president can attend all PD seminars and that the chapters pay 50% of the costs.  Ms. Long added a friendly amendment.  The motion passed.  A motion was made and second to add $250 to the Technology Committee budget.  FAC proposed changing the maximum number of meetings for the president.  The discussion was tabled until the January meeting.

• COE Fund Development – Carolina Cardenas

Report on file.

• Membership & Credentials – James Oda

Mr. Oda reported that WESTOP may be in violation of the bylaws because Kuye Belelai’s position has never been filled.  Because of the time that has passed, the search has to go back to the membership.  President Conwell has asked Mr. Oda to outline what has happened to bring us to the point of going to the membership for solicitations.  Written report is on file.

• Unfinished Business

Ms. Brittain continued her report to clarify the problems surrounding the missing checks related to the 2003 WESTOP Conference.

     XXVII. New Business

Board members took the opportunity to express their views regarding the Department of Education’s directive to reduce participant spending in Upward Bound programs to $5000 per participant.

Meeting adjourned at 5:30 pm.

Respectfully submitted,

Janet A. Long

Motions

Motion #1                   Move to accept June Minutes as presented

Move:                          Leonard Woods

Second:                        Howard Willis

Vote:                            Unanimous

Motion #2            Move to table the CFO’s report regarding recently discovered checks from the 2003 Annual Conference until Saturday, October 18th.

Move:                          Munyiga Lumumba

Second:                        Howard Willis

Vote:                            Unanimous

Motion #3                   Move to table the 2003 Conference Report until Saturday, October 18th

Move:                          Munyiga Lumumba

Second:                        Macheo Shabaka

Vote:                            Unanimous

Motion #4                   Move to table discussion regarding the Radisson Hotel until after the next break

Move:                          Lee Fulmer

Second:                        Heba Griffiths

Vote:                            Unanimous

Motion #5            Move to retain an attorney with expertise in ADA compliance with friendly amendment to ascertain the cost to retain legal counsel.

Move:            Munyiga Lumumba

Second:            James Oda

Vote:            6 yeas, 2 nays, 8 abstentions

Motion #6            Move to approve proposals for pre-conference workshops by Mike Moser on File Maker Pro, Andrea Reeve on CAS and Dixie King on Diversity Training at the 2004 WESTOP conference upon agreement of the contract and its terms.

Move:            Heba Griffiths

Second:            Damien Pena

Vote:            12 yes, 4 nays, 1 abstention

Motion #7            Move to approve Paul Beasley’s proposal for a pre-conference workshop on SSS proposals at the WESTOP 2004 conference upon agreement of the contract and its terms.

Move:            Heba Griffiths

Friendly Amendment            Lydia Perez

Vote:            13 yeas, 0 nays, 3 abstentions

Motion #8             Move to remove James Oda from his position of President Elect of WESTOP due to lack of performance of his duties as President Elect

Move:            Howard Willis

Second:            Munyiga Lumumba

Vote:            Failed

Motion #9            Move to table the vote to remove James Oda from office as President Elect until documentation of Mr. Oda’s responsibilities are obtained.

Move:            Leonard Woods

Second:            Lydia Perez

Vote:            16 yeas, 2 no, 0 abstentions

Motion #10            Move that the WESTOP Board request all records pertaining to the 2003 WESTOP conference from the Conference Chair, to be given to the Fiscal Affairs Committee.  If records are not turned over at the October meeting, the Board will seek legal remedies.

Move:            Howard Willis

Second:           

Vote:           

Motion #11            Motion to table the motion to turn over the 2003 Conference records to FAC until the CFO has time to go through the records recently received.

Move:            Lee Fulmer
Second:            Heba Griffiths
Vote:            13 yeas, 2 no, 3 abstentions

Motion #12            Motion to install the Central Cal Chapter into the conference rotation to host the 2007 conference.

Move:            Leonard Woods

Second:            Munyiga Lumumba

Vote:            Passed

Motion #13            Move to amend current fiscal policy manual to state that the WESTOP President is authorized to attend chapter PD Seminars and can claim up to 50% of costs fr travel, hotel and per diem as fiscally possible.

Move:            James Oda

Second:            Leonard Woods

Vote:            14 yeas, 2 nays, 2 abstentions

Motion #14             Move to add $250 to the Technology Committee Budget to maintain the WESTOP website

Move:            Damien Pena

Second:            Heba Griffiths

Vote:            17 yeas, 0 nays, 1 abstention

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